General Manager’s Report – May 2008
By John Price, PCAM, CMCA, LSM
By the time you read this report I will have vacated my position as HOA#1General Manager. For my last report I thought I’d take a look back at some of the events over the past seven years. It’s impossible to include all details, and the list will of course reflect my selected events which might differ from the reader’s view of the world. Throughout the entire period you should be aware that dozens of actions were taken by the Board in amending rules and policies, and many productive (and heated) conversations, discussions and meetings took place on all subjects to keep the Association on track. The record below alludes to certain subjects, but does not go into detail – and this applies to all subjects, such as the five-year budget projections issued by the Long Range Planning Committee, the appointment of various Ad Hoc Committees, the major analysis of the condition of our roads by our great volunteer road experts, the myriad replacements of items of equipment, the huge importance of a sound reserve fund, and so on. Nor can the list begin to convey the emotions that have been expressed on countless subjects over the years, all which are part and parcel of a vibrant community, and which must occur in the name of progress. Such emotional examples have been (and still are): golf tournament fees, the clubhouse dress code, amendments to the Reciprocal Use Agreement, the food & beverage operation, annual fees for both the Association and golf…………..the list is as endless perhaps as the number of opinions of all residents.
One main theme to keep in mind is that HOA#1 finally elected its first independent Board of Directors in January 1999. This “turnover” was the next new beginning for HOA#1. But over the first two years it had to grapple with a small reserve fund, lack of space and resources, and systems left by the developer that were found to be ineffective for the overall operation of a community association. The narrative below will reflect how policies and actions took place to take the Association into its next phase of life.
2001
January
· HOA#1 had $689,192 in cash reserves as of 1/1/01. There was no distinction at this point regarding Replacement Reserve or Capital accounts, but this was a major improvement over the agreed deficit of $384,000 left by the developer as of January 1, 1999.
February
· The current Green Committee was formed. The Golf Committee had been operational for many years, and would continue.
· New carpet and furniture was installed in Café North (now the RoadRunner Grill).
March
· The Unit Representative Committee (Unit Rep) was formed.
· Employee turnover was statistically at 100%.
· The Budget Process was first adopted as a formal policy, and it would take several revisions over the coming years to end up in its current form.
· Staff began maintaining a Resolution’s Book – this was the development of all the policies that the Board would adopt as the years progressed, and kept in one location. This list of Association policies is available today on the website.
· Committee minutes from the preceding month were provided to the Board of Directors before each Board meeting. This was to give the Board an opportunity to follow committee activity, even if there were no recommendations for the Board. This practice continues today.
· A Committee Guidelines Policy was adopted. This established guidelines for committee operations and, although revised a few times, remains in place today.
· The new name of “RoadRunner Grill” was given to what was then called “Café North.”
· The Facilities Maintenance Department was revamped by making personnel changes and hiring a main supervisor to perform previously outsourced jobs in-house.
April
· Many eucalyptus trees were removed at the tennis courts. They were shedding onto the courts and causing problems. It was an emotional issue.
· The RoadRunner Grill patio cover was approved. The newly enclosed south room of the Grill was originally an outdoor uncovered patio.
· A new policy was established for copying and records inspection, in accordance with the state statute.
· Discussion on the lots in Section 23 began as it pertained to easement and access rights.
· The decision was made to permanently close the Big Horn dining room (Vistas) for lunch.
· The Communicator became the official newsletter for HOA#1. Up to this time it was a small Residents’ newsletter.
· The Rules Compliance Committee was established.
May
· A full-time IT employee was hired to administer the computer network and phone system. At this point the main server was an old IBM model made in 1982.
· Several Common Grounds crew employees obtained their Chemical Applicator license
· The new RoadRunner Grill patio opened.
· A “Man-lift” was purchased which allowed, for the first time, employees to safely reach all high points around the facilities.
· The HOA#1 rules were completely revised and approved. Most are still in place, others have been subject to revisions over time.
June
· A Policy on Facilities Usage was adopted.
· The Board approved the construction of ramadas over the bocce ball courts.
· A “containment pad” was approved at the golf maintenance yard. Formerly all water used to clean of equipment ran off into the adjacent brook. This was a major step in conforming to environmental standards.
· A Bid Process Policy was adopted.
August
· An extension to the Roadrunner Grill concrete patio was installed.
October
· Global mapping was performed of the HOA#1 golf course.
· HOA #1 acquired the website from the SaddleBrooke Computer Club.
· A termite protection contract was ratified for all Clubhouse facilities. There had been none prior to this date.
November
· The Community Service Fee for 2002 was set at $1,092. It’s now $1,574 in 2008.
· A Website Policy was approved.
· A tree trimming/pruning policy was adopted.
· Separate Reserve and Capital Fund Policies were first adopted, and have since been significant policy guides.
· The first annual budget was adopted that included detailed notes on every line item.
December
· The Long-Range Planning Committee began a review of office and storage space. We didn’t know it then, but it was the pre-cursor of many reviews of the clubhouse that eventually led to the 2005 comprehensive renovations
· Closing of the golf course on Mondays began – to permit more intensive maintenance practices.
2002
January
· The HOA #1 website was now finally up and running.
· A Policy on Patrol Operations was adopted.
· The Architectural and Landscape (ALC) Guidelines were substantially revised.
· HOA#1 rule 17.7E, regarding golf tournament fees, was clarified by the Board in terms of how it should be applied. This subject would become an annual discussion issue.
· Forty-eight (48) independent activity clubs and groups (sanctioned) were counted. We now have over 117 as of the beginning of 2008.
· Eight-hundred forty (840) annual golfers were registered this year. The decline in numbers would be experienced over the ensuing years.
February
· An Employee Safety Program manual was first established. It heralded the beginning of an eventual very active and vigorous employee safety program.
· HOA#1 purchased its first “chipper” to shred branches and plant material.
· A “Memorial garden” was approved, which would permit memorial pavers, but this would take some time to complete.
· Copies of all HOA#1 governing documents were posted on the website.
March
· A cart lane between the Catalina starter shack and Ridgeview and SaddleBrooke Boulevard was added. Later this would be extended all around Ridgeview Blvd.
· The first inaugural meeting of the Employee Safety Committee took place.
· HOA#1 reached a settlement with the developer over golf course and clubhouse construction defect issues.
· A Wrought Iron Fence Maintenance Policy was approved.
July
· A four-way stop sign was installed at Desert Trail and Golf Course Drive.
· A storage closet was constructed in the Javelina Room. It was another small part of addressing the many issues that would lead to the eventual clubhouse renovations of 2006.
· In the Fitness Center a concrete step inside the exercise room, and conspicuously limiting space, was removed.
· The exposed ends of the wooden beams around the entire clubhouse, and other buildings, were capped and painted. This was all done in-house by the now new on-site HOA#1 Facilities Maintenance Department.
August
· Employee turnover reached its lowest in 3 years – down to 30%.
· The first automatic external defibrillator (AED) was purchased.
September
· The IRS writes to HOA#1 and requests to review the tax returns. It was to begin a four-year long period of multiple visits, demands and assertions made by the IRS, and a concerted effort by HOA#1 to uphold its position. See July 2006 for the outcome.
October
· A new clubhouse sound/speaker system was installed.
· A policy on the use of the AED was established.
· A flag pole was installed outside the clubhouse main entrance.
· A Special Meeting of residents took place regarding the Reciprocal Use Agreement (RUA) as it applied to the expiring clause regarding golf course use. The Board wanted community input. They got it. Dozen of comments were submitted and the meeting had a huge turnout.
· The Recreation Committee was constituted.
November
· A golf course architect was hired for the intended work in 2003.
· A portable sound system (for karaoke) was approved. It’s still used for karaoke today!
· An Amendment to the Covenants, Conditions and Restrictions (CC&Rs) was presented for vote. It pertained to a resale fee assessed to new purchasers at the time of closing. It failed this first time around.
· A Special Meeting of the community was convened to finalize language for an amendment to RUA. It was again heavily attended. It was put out for a vote, and passed.
December
· The Board authorized the Board President to sign the approved RUA amendment.
· The Board approved a Golf Privileges Policy for HOA#2 golfers as a follow-up to the RUA amendment.
· The HOA#1 website had over 20,000 “visits” in 2002
·
2003
January
· A contractor was approved to complete the work on the golf course for later in 2003.
· A line of credit was secured in the amount of $500,000
· A Policy on Encroachments in Common area was adopted, and staff did a full inventory of all common areas.
· A Policy was established for Golf Fee Payments.
June
· The Aspen wild-fire crept down the mountain, very visible to all in SaddleBrooke.
· An architect was approved for designing the conversion of a storage building to a full maintenance building.
· The first five-year projection was received from the Long-Range Planning Committee.
July
· A Vision Statement and Operation Principles were established and put on the website.
· Construction of the new maintenance building was approved for $57,000 from the capital fund.
October
· A Policy on Common Grounds Maintenance was adopted.
· The HOA#1 Safety Committee was established, answering to the Board. (Separate form the Employee Safety Committee).
· The developer paid its agreed portion of repair to the golf course irrigation lines, as per earlier settlement agreement.
November
· The construction of a ramada was approved at the golf starter area.
· The Southwest Bell phone book agreement was cancelled. Previously the Association had provided names and addresses for this phone book, but this was stopped on advice of counsel – for privacy and liability reasons.
· The first draft of an Emergency Response Plan, presented by staff, was approved.
· The construction of a Memorial Garden was approved. It would take until August 2004 to complete.
December
· An architect was engaged to complete a study of the clubhouse. This was the first significant step towards the eventual comprehensive renovation project.
· A four-way stop sign was installed at Desert Ridge Drive and Country Club Drive.
2004
January
· A speed trailer was approved for purchase, a mobile device which alerts drivers of their speed.
· A policy for maintaining the main pool temperature was approved. Yes, it was an emotional subject.
August
· The Board signed the Declarations deed for Unit 21 following intense negotiations with the developer
September
· The Board endorsed the process to educate residents regarding the planned renovations to the clubhouse. Volunteers then went in to production to set up meetings for all residents.
October
· The new computer-based phone system was installed in the clubhouse.
November
· A contractor was engaged for clubhouse renovations utilizing the design-build construction concept.
December
· Board receives a recommendation from the Ad Hoc Clubhouse Committee to levy a Special Assessment for the clubhouse renovation in the amount of $1,000 per lot.
2005
January
· The Board approved golf course work on the Catalina course – cart paths and bunkers.
· An Ad Hoc Committee was approved to review the budget process policy. Their findings and recommendations were finally approved in April 2005.
· The Board approved a Clubhouse Construction Team for the impending renovations.
· An interior decorator was approved for the clubhouse renovations.
· The Board approved a bid from Barrera Co. to perform a Reserve Fund Study
· The golf Play-card system was first implemented for golf play. This was partly in response to the number of declining golfers being experienced.
· Budget tightening measures were authorized throughout all departments to control budgetary spending through the end of the year.
· The concept of charging an additional $2.00 per round for golf was introduced. It was approved in March but rescinded in April.
February
· A major upgrade to the AED training program was initiated to recruit staff and residents alike in the use of the equipment.
April
· A 911 emergency phone was installed at the Tennis Center.
· Two new automatic external defibrillators (AEDs) were purchased.
· The Ad Hoc Golf Committee was formally commissioned by the Board to review all aspects of the golf operation, costs, revenues and fees.
May
· An Ad Hoc Committee for a Resale Fee was constituted. This would be the second time this would be presented to the residents for a CC&R amendment vote. It would be presented for vote in November 2005.
· The Ad Hoc Golf Committee presented its findings and recommendations to the Board.
June
· The Board approved the signing of contract for clubhouse renovations not to exceed $2.6 million (6/2/05).
· The Marketing Committee was created. Its members would be appointed two months later in August.
July
· Demolition began upstairs in the clubhouse. Renovations finally began after a long wait for the permit. The upstairs kitchen, restaurant and bar are closed and the RoadRunner Grill is used for all food service.
August
· The Board approved language for the CC&R amendment relating to the resale fee, and formally approved it for going to a vote in the fall.
· Golf fees for 2006 were approved.
· The next phase of Emergency Response Plan, submitted by staff, was approved.
December
· The CC&R amendment (Resale Fee) passed at the second attempt.
2006
February
· The Board approved the disposition of 2006 resale fee income.
· It was confirmed to perform a community survey among all residents, and an outside firm was selected to compile the eventual data.
· The Golf Shop renovations began, and the shop was closed and completely gutted.
· The administration staff moved into the new office building next to the clubhouse main entrance canopy.
May
· A video surveillance system was approved for installation in the clubhouse. This was preceded by someone stealing a painting from behind the new bar. It was returned anonymously a week later after appeals were made to residents via e-mail.
April
· The upstairs kitchen, restaurant and bar re-opened for service. The “Dance Floor” was re-named “The Vermilion Room”. The “Big Horn” dining area was re-named “The Vistas”. The new bar area was named “The Agave Lounge”.
· The RoadRunner Grill closed for renovations.
July
· The IRS reached an agreement with HOA#1 over its tax returns after four years of time-consuming meetings and presentation of arguments. The outcome -- HOA#1 won a tax refund of $38,000. The IRS agent on the case retired shortly before this settlement.
August
· The elevator was placed into operation – a new addition in the renovations.
September
· Following delays over kitchen ductwork issues, the RoadRunner grill re-opened, marking the end of all renovations. Hooray!
November
· A new lighting system was approved in the main clubhouse stairwell.
2007
January
· An Ad Hoc Human Resource Committee was constituted to generally review personnel procedures. It would operate through to May 2007.
· A Gating Study of the community was planned, and this was initiated by both HOA#1 and HOA#2
February
· An Ad Hoc IT (Information Technology) Committee was established to review all computer systems, procedures and functions.
April
· The Board approved bunker renovation work on the SaddleBrooke course.
October
· An Ad Hoc Benefits Committee was formed to focus on employee benefits into the future.
December
· HOA#1 ends the year with a reserve fund of $845,854.
HOA#1 is now a financially sound and viable association, with a strong governmental system, and is recognized for its accomplishments locally and nationally. I’m glad I was a part of this growth and development over the past seven years. I wish you all good things for the future.
05/01/2008